Sales

Sales introduction

A short first note to someone new: why you’re writing, one relevant piece of your work and one easy question.

Subject: A note about [outreach topic] at [recipient company]

Follow-up after no reply

One brief, courteous follow-up to an introduction that hasn’t had a reply, with an easy way to say “not now”.

Subject: Following up on my note about [outreach topic]

Discovery call request

Asks for a conversation to understand a prospect’s situation before proposing anything, with the three things you’d like to learn.

Subject: Before we propose anything for [recipient company]

Discovery call recap

Summarises a discovery call (what you heard, what happens next, when to expect your follow-up) and invites corrections.

Subject: Notes from our call on [meeting date]

Demo invitation

Invites one person to a product walkthrough at a suggested time, with the joining link and an easy way to choose another.

Subject: A walkthrough of [product name] for [recipient company]

Proposal sent

Sends a proposal with its reference, validity and contents, and offers a walkthrough; the terms stay in the document.

Subject: Proposal for [project name] from [company name]

Proposal follow-up

Checks in after a proposal, offering three easy ways forward: questions, a walkthrough or a change of plan.

Subject: Following up on the [project name] proposal

Quote sent

Sends a quote as a clear summary of line items and total, with its validity; scope and terms stay in the full quote.

Subject: Quote [quote number] for [project name]

Contract ready for signature

Sends the link to an agreement in an e-signature service, with the reference and the date to sign by. No legal text in the email.

Subject: Ready to sign: [agreement name] for [project name]

Deal closed: welcome and kick-off

From the person who won the work, once the agreement is signed: thanks the new client and confirms the kick-off, who leads the work day to day and what to prepare.

Subject: We’re ready to start on [project name]

Pilot kick-off

Starts a pilot on the right footing: the dates, what success looks like, how it runs and who to ask.

Subject: Your [product name] pilot starts on [start date]

Referral request

Asks a client you work well with for one introduction, makes it easy to pass on, and makes it just as easy to say nothing.

Subject: A small request, [first name]

Lost deal: stay in touch

Replies graciously when a prospect decides not to go ahead: one thank-you, one optional question and an open door.

Subject: Your decision on [project name]

Re-engagement

Reconnects with someone you haven’t spoken to in a while: what has changed since, and a low-pressure way to pick things up again.

Subject: What’s changed since we last spoke about [outreach topic]

Price change notice

Gives an existing customer notice of a price change: the current and new price, when it takes effect, why, and where to review their plan.

Subject: A change to [product name] pricing from [effective date]

Upsell proposal

A short personal note suggesting an upgrade or add-on to an existing customer, grounded in how they use the product, with an easy way to say no.

Subject: An idea for [recipient company]’s [product name] plan

Renewal quote

Sends the quote for renewing an agreement: when the next term starts, how long it runs, the line items and total, and how long the quote stands.

Subject: Your renewal quote [quote number]

Trial ending reminder

Tells someone trying the product when their trial ends and what happens then, with one way to keep going and no pressure.

Subject: Your [product name] trial ends on [end date]

Missed meeting follow-up

A gracious note after someone misses a scheduled call: no guilt, an easy way to find another time and an easy way to say the timing isn’t right.

Subject: Another time for our [meeting topic] call

Capability statement introduction

A formal first approach to a procurement or programme team: who you are, relevant experience, accreditations and supplier registrations, with a link to your capability statement.

Subject: Capability statement from [company name]

Former customer contact in a new role

Congratulates someone who used your product at a previous employer on their new role and asks whether a conversation is worthwhile there, sharing nothing about the old account.

Subject: Congratulations on the move to [recipient company]

Final outreach follow-up

The last note in an outreach sequence: says plainly that you’ll stop writing, leaves one easy way to pick things up later and asks for nothing else.

Subject: Should I close the file on [outreach topic]?

Outreach follow-up with a useful resource

A later step in an outreach sequence that offers something useful on its own (a guide, benchmark or example) instead of repeating the ask, with an easy way to say no.

Subject: Something useful on [outreach topic]

Request for the right contact

Asks someone whether they’re the right person for a topic and, if not, who is, so you stop writing to the wrong inbox; a single name by reply is enough.

Subject: Who looks after [outreach topic] at [recipient company]?

Inbound enquiry: not the right fit

Tells someone who enquired, honestly and warmly, that you’re not the right fit for what they need (scope, budget, timing or specialism) and, where you can, who might be.

Subject: About your [enquiry topic] enquiry

Inbound enquiry response

Replies personally to someone who contacted you through a form, chat or call: confirms what they asked, gives a short first answer and offers a time to talk.

Subject: Thanks for getting in touch about [enquiry topic]

Qualification questions before a call

Asks an inbound lead a few short written questions (needs, timing, who decides) so the first call reaches the right person and skips the basics; answers come by reply.

Subject: Before our call: a few questions for [recipient company]

Catering enquiry response

Replies personally to a catering enquiry: thanks them, asks for the details a quote depends on, such as guest numbers, dietary needs and service style, and links to sample menus.

Subject: Your catering enquiry for [event date]

Private dining and event enquiry response

Replies personally to someone planning a private dinner or event: which spaces suit their numbers, the minimum spend or hire fee and menus as currently priced, whether the date is held, and what you need next.

Subject: Your private event on [event date]

Franchise application declined

Tells a franchise applicant, plainly and warmly, that their application will not go ahead, with an optional reason you write and a named person to ask about the decision.

Subject: An update on your [brand name] franchise application

Franchise application received

Confirms a franchise application with its reference, the review steps that follow (such as financial qualification and background checks), anything still missing and when the applicant will hear back.

Subject: Your [brand name] franchise application is with us

Franchise enquiry response

Replies to someone who asked about owning a franchise: the information pack, how the selection process works step by step and a link to book an introductory call, with no earnings claims.

Subject: Your [brand name] franchise enquiry

Freelance project enquiry reply

Replies to a new project enquiry as a freelancer: thanks, the earliest you could start, how you price this kind of work, the details still needed and a link to book a short call.

Subject: Your [project type] project: next steps

Fully booked enquiry reply

Replies to a project enquiry when your calendar is full: the earliest date you could start, how to hold a place for then, and an offer to suggest someone else if it can’t wait.

Subject: Availability for your [project type] project

Property enquiry response

Replies personally to someone who asked about a listing: answers to their questions, availability and the asking price or rent as you set them, and times to view.

Subject: Your enquiry about [property short address]

Property no longer available

Tells enquirers and booked viewers that a property is under offer, let or withdrawn, cancels any viewing and points them to similar homes.

Subject: Update on [property short address]: no longer available

Hotel and travel enquiry response

Replies personally to someone who asked about a stay or trip: the options that match, their prices, whether anything is held and until when, and what you still need to book.

Subject: Your enquiry about [destination], [travel dates]

Demo follow-up

Follows a product demonstration with the recording, answers to the questions parked during it and one suggested next step with a date.

Subject: Your [product name] demo: recording and answers

Discovery call confirmation and agenda

Confirms a discovery call that has been booked: the time and joining link, who’s attending, the agenda, a few things worth having to hand and how to move it.

Subject: Confirmed: our call on [meeting date]

Pilot results and decision request

Closes a pilot or proof of concept with results measured against the success criteria agreed at kick-off, a link to the full report and the decision you’re asking for.

Subject: [product name] pilot: results and next decision

Franchise discovery day invitation

Invites a qualified franchise candidate to a discovery day at head office: the date, place and agenda, who they’ll meet, the pre-reading and the date to confirm by.

Subject: Join us for discovery day on [discovery day date]

Business case pack for internal approval

Equips your contact to make the case to their own approvers: a summary pack, the quoted costs with stated assumptions, and answers to the questions approvers are likely to ask.

Subject: Materials for your internal review of [product name]

Corrected quote

Replaces a quote that contained an error: what was wrong, the corrected figures and which reference to use from now on, with a short apology.

Subject: Corrected quote [quote number] for [project name]

Quote expiry reminder

A calm reminder that a quote’s validity is ending: the reference, total and expiry date, what happens afterwards and how to accept or ask for more time.

Subject: Quote [quote number] expires on [valid until]

Quote request received

Acknowledges a request for a quote: what you understood they need, its reference, when the quote will follow and any details still needed to price it accurately.

Subject: Your quote request [reference number]

Revised proposal

Sends a new version of a proposal after feedback: what changed since the last version, its reference and validity, and a link to the full document.

Subject: Revised proposal for [project name]: [proposal version]

Declining to bid on an RFP or tender

Tells a buyer politely that you won’t respond to their tender or request for proposal this time, with a short honest reason and whether you’d like to be invited again.

Subject: Our decision on responding to [rfp title]

Security questionnaire returned

Returns a prospect’s completed security questionnaire with the evidence available, how to access documents shared under NDA, any open items and who answers follow-up questions.

Subject: Completed security questionnaire for [recipient company]

Group booking proposal

Sends a group organiser a proposal for a room block: dates, rooms per night, rates and inclusions as quoted, cut-off and deposit dates, whether rooms are held, and the full proposal with its terms.

Subject: Your group proposal for [group name]

Provisional booking hold expiring

Reminds someone that the date, rooms or space you’re holding for them is held only until a set date, with the quote reference and how to confirm, change or let it go.

Subject: Your provisional hold on [event date]

Contract redlines returned

Returns a marked-up draft agreement during a sale: the changes you’ve accepted, the points still open and a time for both sides’ legal contacts to talk.

Subject: Our comments on the [agreement name] draft

Counter-proposal

Responds point by point to terms a buyer has asked for: what you can accept, what you’d suggest instead and what you can’t change, with a link to the updated terms.

Subject: Our response to your proposed terms for [project name]

Check-in after a missed decision date

Follows up when the prospect’s own decision date has passed without word: asks whether the timeline or priority has changed and makes either answer easy to give.

Subject: Where things stand on [project name]

Response to a pricing concern

Answers a prospect who says the price is too high: acknowledges it, explains what the price covers and sets out options you can offer, such as a smaller scope or a phased start.

Subject: Options for the cost of [project name]

Procurement status check-in

Asks a buyer’s procurement contact where the purchase stands and what they still need from you (forms, insurance, a purchase order) to meet the planned start.

Subject: Checking on the purchase process for [project name]

Sales-to-delivery handover brief

Internal brief from the seller to the delivery team once a deal is signed: what was sold, what was promised, the people involved and the risks to watch.

Subject: Handover: [client company], [deal reference]

Supplier registration forms returned

Returns a customer’s new-supplier forms to their procurement team: what was submitted and how, anything still outstanding, and a note on where bank details are confirmed.

Subject: Our completed supplier forms for [recipient company]

Response to a timing concern

Accepts a prospect’s “not right now” gracefully: confirms what you heard, agrees when to check back and says what happens to the current quote meanwhile.

Subject: Picking this up again in [follow up month]

Closing plan after a verbal yes

Thanks a buyer for their go-ahead and lists every step left before signature and start (paperwork, purchase order, approvals) with owners and dates.

Subject: [project name]: steps to finalise our agreement

Franchise application approved

Tells a franchise candidate their application can move forward: the territory under discussion, the disclosure documents and draft agreement they’ll receive, how to acknowledge receipt and who to ask.

Subject: Your [brand name] franchise application: next steps

Freelance booking: agreement and deposit

Secures a freelance booking: links to the agreement to sign and the deposit invoice, and says how long the start date is provisionally held before it is released. Terms stay in the agreement.

Subject: Confirming your booking for [project name]

Property offer accepted

Tells a buyer or tenant the owner has accepted their offer, what you need from them next and what still has to happen before it’s binding.

Subject: Your offer on [property short address] is accepted

Property offer declined

A personal note telling a buyer or tenant the owner hasn’t accepted their offer, with any counter-offer and how to make a revised one.

Subject: About your offer on [property short address]

Property offer for owner’s decision

Puts an offer to the owner in writing: the amount, who it’s from, their position and conditions, and the date you need their decision by.

Subject: Offer received on [property short address]

Property offer received

Acknowledges a buyer’s or tenant’s offer on a property, records its amount and conditions, and asks for proof of their position through a secure upload link.

Subject: We have your offer on [property short address]

Property sale progress update

Updates a buyer or seller on a sale between agreed offer and completion: the current stage, what’s outstanding, who it waits on and the next update.

Subject: [property short address]: sale progress update

Client rate change notice

A personal note giving an existing client notice of new day or hourly rates: the current and new rate, from when, which booked work and open quotes keep today’s rate, and an invitation to talk.

Subject: Updated rates from [effective date]

Past client check-in

Checks in with a client some months after a project: how the work is holding up, an offer to look at anything that isn’t working, and when you next have room for new work.

Subject: How is [project name] working out?

Deal registration approved

Confirms to a reseller that their registered opportunity is approved: the registration ID, end customer, how long protection lasts and what to update next.

Subject: Deal registration [registration id] approved

Deal registration declined

Tells a reseller their deal registration wasn’t approved, the reason recorded and whether they can resubmit or ask for a review.

Subject: Deal registration [registration id]: not approved

Lead passed to a reseller partner

Passes an enquiry that agreed to partner contact on to a reseller: the lead’s details and need, how consent was given, and when to accept or return it.

Subject: New lead for you: [lead company] in [territory]

Reseller price list update

Gives resellers notice of a new partner price list: when it takes effect, what changes, how quotes already issued are treated and where to download it.

Subject: Updated reseller price list from [effective date]

Former customer win-back

Reaches out to a former customer about changes that address the reason they left, with a low-pressure way to take another look and a reply-based way out.

Subject: Since you moved on from [product name]

Lost deal review request

A sales leader asks a prospect who chose another option for a short conversation or form about why, and promises no sales follow-up.

Subject: Would you share why we weren’t the right choice?

Discount approval request

Asks a sales manager or deal desk to approve non-standard pricing or terms: the deal, what the customer has asked for, why it’s worth it and when they need an answer.

Subject: Discount approval needed for [client company]

Forecast submission reminder

Reminds the sales team to bring their deals up to date and submit the forecast before the forecast call: the deadline, which fields to check, deals flagged as out of date and where to do it.

Subject: Forecast due [forecast due date]: update your deals

Sales commission statement

Tells a salesperson their commission statement for a period is ready: where to see it, when it’s paid and how to query a deal by the deadline. Amounts and deal details stay in the statement.

Subject: Your commission statement for [commission period]

Territory and account reassignment

Tells the sales team which accounts and open deals move to whom from a given date, when handover calls must happen and who answers questions about deal credit.

Subject: Account ownership changes from [effective date]

Weekly sales pipeline report

Internal weekly summary for the sales team and leadership: pipeline movement, new and closed deals, deals at risk and the forecast, with the time the data was taken.

Subject: Pipeline for the week of [week start date]